Student Onboarding-School Guide

Overview

Exxat One has introduced a major update regarding schedules and onboarding, with several new features aimed at improving the user experience for schools, students, and sites. This release focuses on enhancing student schedule management, onboarding visibility, and communication capabilities. Below is a detailed guide to help you navigate and utilize these new features effectively.

Confirm Students on a Schedule

With this new feature, managing student placements has become more streamlined. Here's how you can use it:

 School Confirmation

You can confirm student access to view the following status of the schedules directly on Exxat One based on the progress:

• View Schedule Status: Provides a quick view of student schedule statuses:
  • To be Scheduled: Displayed when a site approves your slot request, but you have not included student profiles.
  • Not Confirmed: Displayed when a student is scheduled to an approved slot or if you have included student details in the slot request.
  • Confirmed: Displayed after you confirm the student on the schedule.

Confirming a student

To confirm a student, perform the following:

1. Go to Schedules and Onboarding from the left menu.
2. Select the check box corresponding to the student you want to confirm. Not Confirmed will be displayed in the Schedule Status column for a scheduled student on a schedule.
3. Click Confirm Student at the top right corner of the schedule list to confirm the student on the schedule. This will send an email inviting the student to join the Exxat One platform, view the schedule details and start the onboarding. Please note that you cannot edit the student’s email address after confirming the student.

Re-Confirming a student

You can reconfirm a student already confirmed on a schedule, which will resend the confirmation email, providing them with schedule updates and access to complete onboarding.

• Select the student schedule row using the checkbox.
• Click on the "Reconfirm Student" button in the top-right corner.
• A confirmation email will prompt the student to log in, view their schedule, and complete onboarding.

Viewing schedules and Onboarding status

You can view the overall onboarding status of student schedules in the Schedule and Onboarding screen and the status of every onboarding requirement fulfilment of each schedule.

To monitor onboarding, perform the following:

1. Go to Schedules and Onboarding screen.
2. View the Onboarding status of each student or group placement in the Onboarding Status column corresponding to each confirmed schedule. 
   • Not Applicable: Indicates the student has not yet been confirmed on the schedule.
   • Non-compliant: Displayed when some or all the onboarding requirements are not yet fulfilled or approved.
   • Compliant: Displayed when all the onboarding requirements have been fulfilled and approved.
3. Click the Onboarding Status to open the detailed onboarding requirements page of the schedule, where you can view the requirement-specific status, and the submissions or files uploaded by the student on each requirement.
4. Use the messaging feature to send reminders to students about pending onboarding requirements. These requirements will have a “Get started” or “In Progress”, “Pending Review”, “Approved”, “Not Approved” or “Expired” status.
   

Viewing group schedules and assigning clinical instructor with a group

You can assign a clinical instructor with a group to accompany the students for the schedule and oversee group placements, ensuring a streamlined placement process.

To assign a clinical instructor, perform the following:

1. In the Schedules and Onboarding screen, click Group to view the group schedules.
2. Click on Schedule Instructor, to open the schedule drawer, where you can assign the clinical instructor.
3. In the clinical instructor details section, provide the clinical instructor details.
4. Click Save to schedule the clinical instructor.
   
5. After assigning the clinical instructor, "Invite Pending” will be displayed in the Schedule Status column. Corresponding to the clinical instructor. Now you need to invite the instructor to join the Exxat One platform to view the schedule details and start the onboarding.
6. Select the check box corresponding to the clinical instructor you want to invite.
7.  Click Invite Instructor at the top right corner of the schedule list to invite the instructor for the schedule. This will send an email inviting the clinical instructor to join the Exxat One platform, view the schedule details and start the onboarding.

Sending messages to site and student

Enhanced communication capabilities are available to improve interaction between students, schools, and sites.

School-to-Student Messaging

You can send messages directly to students concerning their schedules and onboarding, facilitating better communication.

Sending messages to student on a schedule:

1. On the Schedules and Onboarding screen, click the required onboarding status for the confirmed schedule to view the onboarding requirement fulfilment by the student.
2. Locate the messaging ability at the right side of the screen, where you can select to send message to the student by checking the box corresponding to Student.
3. Enter your message in the text box.
4. Click Send to convey your message.

School-to-Clinical Instructor Messaging

In case of group schedules, you can message the clinical instructor concerning the schedule and onboarding, facilitating better communication.

Sending messages to clinical instructor on a group schedule:

1. On the Schedules and Onboarding screen, click the Group tab to navigate to the Group Schedules screen.
2. Click the required onboarding status for the Invited clinical instructor to view the onboarding requirement fulfilment by the clinical instructor.
3. Locate the messaging ability at the right side of the screen, where you can select to send message to the clinical instructor by checking the box corresponding to Clinical Instructor.
4. Enter your message in the text box.
5. Click Send to convey your message.

Message Notifications:

You will receive in-app notifications regarding messages received from the students and clinical instructors concerning their schedules and onboarding. Click on the notification received to view the message and reply to the student.